| A | B |
|---|
| Managing Mail | The process of receiving, sorting, processing, and sending office mail and related documents. |
| Incoming Mail | Mail or documents received by the health care office. |
| Outgoing Mail | Mail or documents sent from the health care office. |
| Registered Mail | A mailing method that provides tracking or proof of delivery for important documents. |
| Courier | A delivery service used to send or receive documents or packages. |
| Medical Report | A patient-related report that should be scanned and attached to the patient's EMR if received by mail. |
| Insurance Report | A form or report from private insurance, workers' compensation, or government agencies. |
| Personal Mail | Mail addressed personally or confidentially to a provider that should be placed on the provider's desk unopened. |
| Educational Material | Printed information for providers, staff, or patients, such as brochures, journals, or health resources. |
| Junk Mail | Unsolicited flyers, notices, or advertising that can usually be recycled after checking for patient information. |
| Drug Information | Promotional or educational material about drug therapies, usually placed on the provider's desk if relevant. |
| Consultation Report | A report from another provider that should be attached to the patient record and brought to the provider's attention. |
| Diagnostic Report | A report such as a CT scan or imaging result that should be attached to the patient's EMR and flagged when needed. |
| Date Stamp | A stamp used to show when a document was received. |
| Enclosure | An additional document or item included with a letter or form. |
| Critical Result | A result that may require urgent provider attention. |
| For Deposit Only | A restrictive endorsement stamped on a cheque before deposit. |
| Patient-Related Information | Information connected to patient care that should be prioritized and handled confidentially. |
| Withdrawal of Services Letter | A written notice that may need to be sent by registered mail. |
| Mailing Package | A prepared envelope and attachments ready for provider signature or mailing. |
| Proofread | Reviewing a document for accuracy, spelling, grammar, punctuation, and completeness before sending. |
| Meeting | A gathering of two or more people to share information, discuss issues, or make decisions. |
| Formal Meeting | A planned meeting with set objectives, procedures, and documents such as agendas or minutes. |
| Informal Meeting | A meeting that occurs as needed, often with limited preparation and fewer formal records. |
| Team Meeting | A meeting where health care team members discuss workplace issues, updates, patient care, or operations. |
| Staff Meeting | A meeting for staff to discuss issues directly related to work. |
| Information-Sharing Meeting | A meeting focused on learning or sharing new information, often through presentations or speakers. |
| Committee Meeting | A meeting of an appointed or elected group focused on a specific concern or responsibility. |
| Ad Hoc Committee | A temporary committee formed for a specific goal and dissolved when the goal is complete. |
| Decision-Making Meeting | A meeting focused on reaching decisions or choosing next steps. |
| Problem-Solving Meeting | A meeting focused on identifying issues, gathering information, brainstorming, and developing action plans. |
| MOA Meeting Role | Coordinating meeting times, invitations, attendance, rooms, materials, technology, refreshments, agendas, and minutes. |
| Meeting Invitation | A message or request sent to invite participants to a meeting. |
| Virtual Meeting Link | A link used to attend a meeting online. |
| Attendance Response | A reply showing whether an invitee will attend the meeting. |
| Meeting Room Reservation | Booking a room for a meeting. |
| Meeting Materials | Documents or resources prepared for attendees. |
| Agenda | A document listing meeting topics in the order they will be discussed. |
| Agenda Item | A topic or issue listed on a meeting agenda. |
| Agenda Time Frame | The amount of time assigned to a meeting topic. |
| Agenda Lead | The person responsible for leading a specific agenda item. |
| Meeting Minutes | The official written record of a meeting. |
| Minutes Taker | The person responsible for recording or preparing the minutes. |
| Chairperson | The person who leads or manages a meeting. |
| Regrets | People invited to a meeting who are unable to attend. |
| Action Item | A task or next step assigned during a meeting. |
| Motion | A formal proposal asking the group to take action, approve a decision, or adopt a position. |
| Moved a Motion | Made a formal proposal during a meeting. |
| Seconded a Motion | Supported a motion so it could proceed for discussion or voting. |
| Carried Motion | A motion that passed after discussion or voting. |
| Defeated Motion | A motion that did not pass. |
| Abstaining | Choosing not to vote for or against a motion. |
| Objective Minutes | Meeting minutes that record facts and decisions without personal opinions or emotional comments. |
| Secure Storage | Keeping formal minutes and important documents in a protected location. |
| Organizational Recordkeeping | Maintaining accurate records that support accountability and office operations. |
